Here user can create Credit notes and save the credit notes that already created.
A credit note or credit memo is a commercial document issued by a seller to a buyer. Credit notes act as a source document for the sales return journal. In other words the credit note is evidence of the reduction in sales. In accoxi, the user can create Credit notes and save the credit notes that already created. Credit notes act as a source document for the sales return journal.
Key Features of Credit Note
Click on the Sales module and select the option Credit Notes.
When the user clicks on Credit Notes option, it opens to Credit Notes Search.
Credit Note Search
Credit Note search consist of various menus and it shows details of the credit notes that already created by the user. User can identify the current status of the credit notes that created, and it may be of open or closed. The user can easily identify the cancelled credit notes by using color format. Cancelled credit notes are indicates with red color. It also shows the amount of total credit, used credit and the balance credit amount of the Customer.
Menus Available in Credit Note Search
1.Filter
Filter of credit note can be done in two ways-Either the user can directly enter the customer name into the search bar near filter option or by clicking the filter drop down. User can filter the data by entering the Party name, reference number, by date or by the status. The credit note data can filter by using the date format, need to enter the starting date and the end date of the credit note. Data filter by status include sorting of data on the basis of open, closed and all.
2.Refresh
If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.
3.Add new Credit note
This menu is using for the purpose of create a new Credit note that the user require. By clicking Add new + Credit Note, a new window opens with the new form of Credit note.
Steps to create new Credit Note
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).
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Phone number |
When the user selects the customer, the phone number details of the customer will automatically appear on the field. |
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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.
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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.
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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.
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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. |
Menus Available in Credit Note view
It consist of various menus and it shows the form of created 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.
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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.
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3.View Journal |
It is the menu that shows the journal view of the transaction.
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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.
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5.Zoom In |
This menu helps the user to insert zoom on the order form.
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6.Zoom Out |
Zoom out menu enable the user to reducing the zoom in size on the credit note form.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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.
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4.Export
The Credit note list can be export to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click on save.
5.View
View menu enable the user to view the Credit Note form that already created.
6.More Settings
This menu includes Edit, View, Apply to Invoice, Refund, Export to PDF and Print option.
Edit menu helps the user to edit or correct the details that entered in the credit note and can save again after it.
View menu enable the user to view the Credit Note form that already created.
Apply to Invoice 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.
If the user wants to refund the credit amount, it can be done by clicking the Refund menu.
Export to PDF menu enables the user to convert the credit note form to PDF format.
Print menu helps the user to print the created credit note form if require.
7.Cancelled
User can easily identify the cancelled credit notes by using color format. Cancelled credit notes are indicates with red color.
8.Pagination Control
It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page
Steps to create new Credit Note