Credit Note Header Detail

If the option to Use batches is selected in Module Control, enter batch header details before accessing this form.

If you are not using batches, you will access the AR Credit Note Entry form directly, and enter credit note header details.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Batch

This is the number that identifies all transactions within the batch. If you are entering batches, it displays the number you entered into the batch header, otherwise Greentree generates a batch number when the credit note is saved. System generated batches display with an S as a prefix to the batch number.

Branch

The default value is the branch specified in AR Module Control, but you can change it if the batch is related to a different branch.

Last credit note number

This displays the last credit note number entered into the batch in read-only format.

Number

This is the credit note reference number, which must be unique for the customer and can be up 20 alphanumeric characters. If the Accounts Receivable Module Control option to automatically generate references is selected for credit notes, you can leave this field empty and Greentree allocates a reference when the credit is saved, using the parameters defined in Accounts Receivable Module Control.

Date

This is the transaction document date. It defaults to today's date but you can change it.

Order number

If an order number was entered in reference to the AR invoice and the credit note is generated from the invoice, this is taken from the invoice. Otherwise, you can enter a customer reference number for the credit note if required, though you don't need to do so.

Entered by

This displays in read-only format the user name of the person entering the credit note.

Adjustment note

This field is specific to Australian companies and is used to indicate that a tax content must be reported to the ATO in relation to the credit. If a credit has this option selected, the value of the credit will be reported in an adjustments section on the AR Tax Summary Report.

Customer Detail

Enter or select the customer you are creating the credit note for. You can search for the customer using the Code, Alpha, or Name fields. The Currency and Rate of the customer defaults in read-only format (where applicable). The Salesperson defaults to the credit note from the invoice (where created from an invoice) if the option to Default invoice salesperson to credit note is selected in Accounts Receivable Module Control, otherwise it is taken from Customer Maintenance.

If foreign currency is in use, and the Accounts Receivable Module Control option Create credit note exchange variances is selected, an exchange variance will be generated where applicable and updated to the General Ledger Exchange Variance account specified in the General Ledger Module Control when the credit is saved. If the Create credit note exchange variances option is not selected, the transaction will be saved with the same exchange rate as any transaction to which it is later applied.

Customer status

Click this button to view a summary of the customer's status.

Payment date

This date is calculated using the credit date and payment terms. However, you can change it.

Posting date

The default value is today's date, but you can change it if applicable. It is the date that determines which period the transaction falls into for reporting.

Period end

The default value is the period end date of the period in which the posting date falls.

Create refund

Click this button to open the AR Refund Entry form, populated with the credit note customer's details.

Put away

This button is enabled if Warehouse Bin Management function is in use and a Bin Receiving Area is set up in relation to the line's stocking location. It is only available after the credit note is saved and is used to open the Bin Replenishment & Put Away process, pre-populated using the receipt.

Narration

Enter an unlimited narration for the credit note header. In the first instance, this will populate with the customer's name. Click F9 to add or view narration (if required). If you want to start a new line within the narration, press CTRL-Enter.

Discount

This displays the total discount of the credit. It is derived from the sum of line discount values.

Net

This displays the total net value of the credit. It comes from the sum of line net values.

Tax

This displays the total tax value of the credit. It comes from the sum of line tax values.

Total

This displays the total value of the credit (tax inclusive). It is derived from the sum of line tax inclusive totals.

Transaction table

This table displays credit note line detail. You can add credit lines directly into this table, or using the Line Item tab.

Information If you have the Hotprint option enabled in Accounts Receivable Module Control, you can print customer credit notes from this form by clicking the Printer icon at the top of the Credit Note Entry form.

Intrastat/EC Sales

These fields are only applicable if the company is subject UK Intrastat and EC Sales reporting.