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:
- Click on the App Launcher icon (see Figure 1).
- Go to the Invoices object by using the Search function (see Figure 2).
- From the displayed List View, if required, click on the down arrow and select a relevant List View (see Figure 3).
- Open the required Invoice record to be credited (see Figure 4).
- Within the Invoice record, click on the Create Credit Note button (see Figure 5).
- On the next page, the Invoice Date will be pre-populated (see Figure 6).
- Click on the Credit Reason picklist and select a suitable value for reporting purposes (see Figure 7).
Orgs can be configured with additional Credit Reasons if required. To do so, please
contact your System Administrator or your Customer Success contacts.
- Click on the Next button (see Figure 8).
- You will see a progress bar as shown in the screenshot below (see Figure 9).
- When created successfully, you will then see a Success notification saying ‘Success! Credit Note process completed successfully’ (see Figure 10).
- 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).
- 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).
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:
- The Credit Note has not been sent to the Client; and
- The Credit Note field ‘Invoice Payments Total’ remains blank; and
- 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:
- Users selecting the Delete Invoice and Invoice Items button on the individual Credit Note (see
Figure 13).
OR
- Users selecting suitable Credit Notes to be deleted from the List View and then clicking the
Delete Invoices button (see Figure 14).
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.
