When your supplier issues a credit note for returned purchases, you can record the credit note details against the corresponding purchase order/supplier invoice in AroFlo.
The credit note reduces the total balance due on the linked purchase order.If any inventory items were credited, the stock holder's levels for those itemswill also be reduced. However, it does not reduce the number of items that were automatically recorded on a task from the purchase order. These items will need to be manually adjusted on the Task Worksheet (Material).
Credit note number
The number sequence for credit notes is set within the Integration Menu > Integration Entity Details section. If this number needs to be altered, please contact your Site Administrator. For more information, see Posting Credit Notes.
If you want to create a credit against a supplier and allocate it to a purchase order later:
Go to Create > Credit Note.
Type in the supplier's name, or click (magnifying glass icon) to search and select a client.
Enter a reference (optional).
Record the reason for the credit in the Description field, or use a Descriptions template.
Click Add Line Item.
Enter the part number, item name, quantity and cost value.
Alternatively, you can use Multi-Search > Inventory to search and select items from inventory.
Click Save Credit Note.
Tax inclusive pricing
To ensure the credit note shows tax inclusive pricing, click the Tax Inc. checkbox.
Credits can be allocated to a single purchase order or spread across multiple orders.
There are two ways to allocate credits:
From a purchase order:
In the totals area, click the Credits Applied total value link (e.g $0.00)
Click Allocate Credit.
Enter the Allocate amount(s) for this invoice.
Click X to close the window.
From the credit note:
In the totals area, click the Credit Applied total value link (e.g $0.00).
Click Add Allocation.
Select the checkbox for each order to be credited.
Click X to close the Allocate Invoice window.
Enter the Allocate amount for each order.
Click X to close the window.
The Credit Note Allocations window will now show the purchase orders and credit amounts that have been applied.
Delete credit allocations
Allocated credits can be deleted if needed.
Open the credit note or invoice worksheet.
Click the Credits Applied value link (e.g. $22.00)
Click the credit allocation you want to delete.
Click Edit Allocation.
To manually record credits paid out to a client:
Go to ServiceTrack > Credit Notes.
Click the Credit Note Number to open.
Click Add Payment.
Select Payment Method.
Enter a Reference and/or Notes (optional).
Posting Credit Payments
If your accounting integration link supports two-way transfer of payments, you can post credit payments (refunds) from your accounting package against credit notes in AroFlo. For more information, see Using Cloud-Based Integration.
Print/email credit note
We recommend that you preview the credit note before printing it or emailing it to your client.
In the Print Options, click Preview.
To print, click Print PDF, then click the file name to view the document.
To email, click Email. For further instructions, see Send an Email.
If you have document storage enabled, you can upload a copy of a credit note, photo, or other document to your credit note record. You can then attach these to your email by clicking the Attachments dropdown in the Email window and selecting Credit Note Documents.
Manage credit notes
To see a complete list of credit notes, including applied, paid and remaining values, go to ServiceTrack> Credit Notes.
You can filter the list to show In Progress, Pending Approval, Approved, Processed, or all credit notes.
To open a credit note, click the credit note number (first column), e.g 4.