Skip to main content

​
Purpose

The purpose of this quick reference guide is to step through the process of creating Credit Notes from the original Invoice record. The intended audience for this document is System Administrators / Standard Payroll Users.

​
Steps

​
Create Credit Notes

To create a Credit Note, follow the steps below:
  1. Click on the App Launcher icon (see Figure 1).
Screenshot from QRG Creating Credit Notes
  1. Go to the Invoices object by using the Search function (see Figure 2).
Screenshot from QRG Creating Credit Notes
  1. From the displayed List View, if required, click on the down arrow and select a relevant List View (see Figure 3).
Screenshot from QRG Creating Credit Notes
  1. Open the required Invoice record to be credited (see Figure 4).
Screenshot from QRG Creating Credit Notes
  1. Within the Invoice record, click on the Create Credit Note button (see Figure 5).
Screenshot from QRG Creating Credit Notes
  1. On the next page, the Invoice Date will be pre-populated (see Figure 6).
Screenshot from QRG Creating Credit Notes
  1. Click on the Credit Reason picklist and select a suitable value for reporting purposes (see Figure 7).
Screenshot from QRG Creating Credit Notes
Orgs can be configured with additional Credit Reasons if required. To do so, please contact your System Administrator or your Customer Success contacts.
  1. Click on the Next button (see Figure 8).
Screenshot from QRG Creating Credit Notes
  1. You will see a progress bar as shown in the screenshot below (see Figure 9).
Screenshot from QRG Creating Credit Notes
  1. When created successfully, you will then see a Success notification saying ‘Success! Credit Note process completed successfully’ (see Figure 10).
Screenshot from QRG Creating Credit Notes
  1. Click on the Invoice Number link displayed next to the words ‘Credit Note’ to open the Credit Note record just created (see Figure 11). If users would prefer to go back to the original Invoice, they can select the Invoice Number link displayed next to the words ‘Original Invoice’ (this will now have the additional Credit Note details populated on the Original Invoice).
Screenshot from QRG Creating Credit Notes
  1. The Credit Note will be assigned an Invoice Number, but will be created as a Record Type of Credit Payroll Items or Credit Invoiceable Fees based on the original Invoice Record Type (see Figure 12).
Screenshot from QRG Creating Credit Notes
If users require a replacement of the original Invoice with changes, this can be done from this Credit Note. For the detailed steps on how to complete this, please refer to the Creating Re-Invoice QRG.

​
Delete Credit Notes

In some circumstances, the need to delete a Credit Note is required, but this is only possible if the following criteria is met:
  1. The Credit Note has not been sent to the Client; and
  2. The Credit Note field ‘Invoice Payments Total’ remains blank; and
  3. The Credit Note has not been reflected in the GL Accounting Invoices.
If the above are all true, then the Credit Note can be deleted by:
  1. Users selecting the Delete Invoice and Invoice Items button on the individual Credit Note (see Figure 13).
Screenshot from QRG Creating Credit Notes
OR
  1. Users selecting suitable Credit Notes to be deleted from the List View and then clicking the Delete Invoices button (see Figure 14).
Screenshot from QRG Creating Credit Notes
If the Delete button will not proceed to completing the deletion of the Credit Note(s), then Users will be required to proceed with creating a Re-Invoice, please refer to the QRG Creating Re-Invoices.

​
Field Descriptions

No field descriptions are required for this QRG document.

​
Further Information