The process of crediting goods to your customer through a credit order could result in both receiving the goods back from the customer and issuing a credit note or simply issuing a credit note.
When you enter a credit order manually, you follow the same procedure as for an ordinary sales order. You must, however, enter a sales order type defined as a credit note instead of an invoice (order).
The credit order type controls if the credit updates the stock on hand, (i.e. if there is a return of goods or just a price correction).
There are several ways you can use the system when crediting goods:
Credit with document handling
This method is used if the customer is going to return the goods. The following scenarios would warrant this type of processing:
- The customer sends back the goods because they are non-conforming (something is wrong with them). When you receive the goods you do not want to store them in stock. In this case you would do a credit order with document handling, but Update stock on hand in the Sales order type table for the order type used should be set to NO (since you do not want to store them in stock). Note: This alternative should be used when you do not work with the Non-conforming stock function.
- If you work with the Non-conforming stock function you can, as an alternative, use an order type where Update stock on hand is set to YES. Since you want to store the goods in stock, you must do a stock movement to get the goods out of normal stock and into non-conforming stock.
- The customer wants to return the goods, not because there is something wrong with them, but because, e.g., the wrong goods were ordered. In this case you would do a credit order with document handling but use an order type where Update stock on hand is set to YES. When you receive the goods you store them as if they were a purchase order. You do not do any stock movement to non-conforming stock as there is nothing wrong with the goods. The stock is updated when the In-Picking list is confirmed in the Pick list confirmation routines.
Price correction order
This method is used if you want to credit an incorrectly invoiced sales price/value. By using an order type where Update stock on hand is set to NO in the Sales order type table, no cost bookings will be done for the order, nor any quantities affected in statistics. Only the sales price and values will be updated in the Sales statistics and Accounts Receivable.
Note: This method can also be used when you want to surcharge an incorrectly invoiced price. For example, when you have not charged the customer enough and need to rectify the mistake. This is done by entering/coping an order. See Surcharge an incorrect invoice price.
Enquiries
Credit in progress:
Before you have printed the credit note (the order line status is less than 60), you can find information about the credit in the following:
- Sales order enquiry to follow the progress of the credit order.
- Warehouse balance enquiry (the order line is lower than 60). If you are using a return order to print a return note, the Reserved field includes the quantity on return note (i.e. the system reduces the reserved quantity).
- Time axis enquiry (the order line is lower than 60) to view the quantity returned on the credit order line.
- Item file enquiry, Warehouses panel to view the following:
- Delivered not invoiced quantity (i.e. the system reduces this quantity)
- Reservations quantity (i.e. the system reduces this quantity)
After printing the credit note:
After you have printed the credit note (the order line is at status 60), you can find information about the credit in the following:
- Invoice enquiry to view information about the credit note.
- Inventory transaction enquiry. These transactions correspond to the bookkeeping transactions. You can view the accounting period, total cost value in system currency, etc. This program is convenient when you want to follow up the total flow of an item, since the program displays all types of inventory events.
- Business partner file enquiry (Customer file panel) to view the last invoicing date.
Printouts
- Print sales order file list
- Print invoice
- Print inventory transaction list