Purchases - Credit Notes Direct

Purchases - Credit Notes Direct

INTRODUCTION

Just as you may get an invoice that does not relate to a Purchase Order so you may also get a Credit Note that does not relate to a Purchase Return. However many direct credit notes may relate to a Debit Note raised as a result of a query on a Purchase Order Invoice or a discrepancy on Goods In. These should always be associated with the Debit Note.

CREATE a CREDIT NOTE

The Credit Notes Direct screen is very similar to the Invoices Direct screen except for an additional button for Associated Debit Notes


The following fields can be entered on this screen
  1. Supplier: This is mandatory. Either enter the account code if you know it or use the look up to select the supplier
  2. CR. Note. No.: The supplier’s Credit Note number
  3. Date: The date of the invoice. Unless the invoice is dated in a period that has been closed this field must be the credit note date.
  4. CR Note Date: By default, always set to the value in the Date field. Should only be used if a period has been closed and it is impossible to set the transaction date to the actual credit note date.
  5. Department: Select a department if this credit note is to be posted in the Nominals to a specific Department.
  6. Cost Centre: Select a cost centre if this credit note is to be posted in the Nominals to a specific Cost Centre.
  7. Depot: Enter the depot to which this credit note applies. When the screen opens it will be pre-set to your default Depot
  8. Site Ref: Enter the site reference to which this credit note applies. When the screen opens it will be pre-set to you default Site Reference.
There are four buttons that can be pressed on this screen
  1. Item: Click this button to open the following screen

  1. Department: Use this field if you wish to select a department for an individual line
  2. Cost Centre: Use this field if you wish to select a cost centre for an individual line
  3. Cost Split: Use this field if this credit note is to be split across multiple cost centres. For example, 10% cost centre A, 30% cost centre B, 25% cost centre C and 35% cost centre D.
  4. Description: Free text for a description.  If you want to enter a long detailed description click on the   button to open up a multi-line text box
  5. Total Amount Excluding VAT: Enter the amount from the supplier excluding VAT. The VAT box below will automatically calculate the VAT using the VAT rate in the VAT Rate field. You can select another VAT rate if appropriate and edit the VAT % if it is incorrect.
  6. Click this button  if it is easier to enter the amount including VAT. As above the VAT will be automatically calculated.
  7. Use these buttons  to increase/decrease the VAT if it differs to that on the invoice
  8. Nominal Account: This will be set to the default nominal ledger account for the supplier. You can however edit this if appropriate.
A supplier credit note will often have many lines on it. If all lines relate to products/services that would be posted to the same nominal account and have the same VAT rate it is easier to just add one line and enter the totals from the credit note.

Charge: If you need to enter a charge from the invoice click this button to open the standard charges screen


Select the correct Charge, enter the Amount and make any adjustments to the VAT

NOTES

Click this button to open the supplier notes screen


You can record a note about this credit note here and also see any previous notes recorded for the supplier

ASSSOCIATED DEBIT NOTE

Many credit notes are received from a supplier is response to a debit note raised by Agility. These are raised if the price on the invoice is higher than that on the original Purchase Order, if the quantity sent is more than that ordered or if items are damaged. As a debit note can stop payment it is important to associate these to release the payment. Click this button to show all open debit notes for the supplier



A list of all open debit notes is shown in the first grid. As you click on a line in this grid the details will automatically change below. To view the debit note double-click on the appropriate debit note in the first grid

















If there are many lines for the debit note and the credit note does not cover all lines de-select the lines not applicable. There are three buttons you may press to exit this screen
  1. Exit: To exit associated debit notes screen without any action
  2. Cancel: To cancel a debit note.
  3. Return: To populate the credit note from the selected debit note items


  1. Options: In the top left of the main screen is an Options button. Click this to do
    1. Add Line or use the Item button
    2. Add Charge or use the Charge button
    3. Edit Line or double click on a line
    4. Delete Line:
  2. Save the credit note: If you wish to Save and enter a new invoice click on the New button. Otherwise click on Close. Just as for Credits For Purchase Returns if this credit note is from a supplier in the Buying Group you will be prompted as to whether it is to be transferred to the Buying Group. See Para 4 in this Chapter. If there is an Associated Debit Note the debit note will be updated to reflect the fact that credit has been received.
  3. EiTrax: If you are integrated to the EiTrax system a barcode label will be printed to attach to the credit note so that it can be scanned and later displayed from within Agility.
Related Articles



    • Related Articles

    • Purchases - Credit Notes For Returns

      INTRODUCTION Now the supplier has collected the goods and now sent a Credit note which now needs to be recorded in Agility Professional. CREDIT NOTES This screen processes the return linking it to the original Purchase Return. For our example we will ...

    • Purchases - Invoices Direct

      INTRODUCTION Invoices are of course also received from suppliers that are not because of a purchase order. For example – utility bills, rent, ad-hoc expenses etc. The invoices direct screen is used to enter this type of invoice. CREATING an INVOICE ...

    • Purchases - Debit Notes

      INTRODUCTION Agility has the function of raising Debit Notes based on price increase and quantity increase with an added function of an Adhoc Debit Note that does not match the previous criteria. SECURITY Tools\Tools Menu\Companies\System ...

    • Sales - Issue Credit Note

      INTRODUCTION When doing Sales Orders or Invoices Direct to do a credit the user needs to go to Sales - Issue Credit Note From here the look and feel is the same as the other screens like Purchase Orders, Sales Orders, Direct Invoices etc. Issue ...

    • Purchases - Invoices and Credit Notes

      INTRODUCTION This chapter describes how to enter invoices and credit notes for a supplier. We will first look at invoices for the purchase order we created above and then a credit note for the purchase return. However not all invoices and credit ...