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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 items will 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.

Create a credit note for a purchase order

If you want to credit a specific purchase order:

  1. Open the Purchase Order.

  2. Click Create (top right of screen) and select Create Credit Note.

  3. Enter a reference number (optional).

  4. Record the reason for the credit in the Description field, or use a Descriptions template.

    After you've saved, you can also upload any internal records, documents or photos (such as credit slips) using the Notes or Documents & Photos tab.

  5. To add items from the purchase order: click Multi-Search > Purchase Order Items, select the checkbox next to the items, then click X to close the window.

    Click to enlarge

    Alternatively, you can manually enter an ad hoc item or select items from inventory via the Multi-Search button.

  6. Enter the Qty and Cost value of items that were credited.

  7. To change the Stock Holder, click  (magnifying glass icon) and double-click to select a stock holder from the list.

  8. Click Save.

  9. Click Allocate if you wish to allocate the credit value to the original purchase order.

     If you click 'Do Not Allocate', the credit value will be held against the supplier for future invoice allocations.

    Tax inclusive pricing

    If the purchase order against which you created the credit note had the Tax Inc. checkbox ticked, the credit note will also have it ticked.

    Click to enlarge

  10. If your accounting integration link supports credit notes, change the Status to 'Approved' and click Save Credit Note. For more information on posting credits, see Using Cloud-Based Integration.


Create a credit note for a supplier

If you want to create a credit against a supplier and allocate it to a purchase order later:

  1. Go to Create > Credit Note.
  2. Click Supplier.
  3. Type in the supplier's name, or click  (magnifying glass icon) to search and select a client.
  4. Enter a reference (optional).
  5. Record the reason for the credit in the Description field, or use a Descriptions template.
  6. Click Add Line Item.
  7. Enter the part number, item name, quantity and cost value.

    Alternatively, you can use Multi-Search > Inventory to search and select items from inventory.

  8. Click Save Credit Note.

    Tax inclusive pricing

    To ensure the credit note shows tax inclusive pricing, click the Tax Inc. checkbox.

Allocate credits

Credits can be allocated to a single purchase order or spread across multiple orders.

There are two ways to allocate credits:

  1. From a purchase order:

    1. In the totals area, click the Credits Applied total value link (e.g  $0.00)

    2. Click Allocate Credit.
    3. Enter the Allocate amount(s) for this invoice.

    4. Click Save.
    5. Click X to close the window.

  2. From the credit note:

    1. In the totals area, click the Credit Applied total value link (e.g  $0.00).
    2. Click Add Allocation.
    3. Click Add.
    4. Select the checkbox for each order to be credited.

    5. Click X to close the Allocate Invoice window.
    6. Enter the Allocate amount for each order.

    7. Click Save.
    8. Click X to close the window.

The Credit Note Allocations window will now show the purchase orders and credit amounts that have been applied.

Click to enlarge

Delete credit allocations

Allocated credits can be deleted if needed.

  1. Open the credit note or invoice worksheet.
  2. Click the Credits Applied value link (e.g. $22.00)
  3. Click the credit allocation you want to delete.
  4. Click Edit Allocation.
  5. Click Delete

Credit payments

To manually record credits paid out to a client:

  1. Go to ServiceTrack > Credit Notes.
  2. Click the Credit Note Number to open.
  3. Click Add Payment.
  4. Select Payment Method.
  5. Enter a Reference and/or Notes (optional).
  6. Click Save.

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.

  1. In the Print Options, click Preview.
  2. To print, click Print PDF, then click the file name to view the document.
  3. To email, click Email. For further instructions, see Send an Email.

Customise your credit notes

You can customise AroFlo's standard layouts for your business. For more information, see Customise a Standard Layout.

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.

Click to enlarge

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