Credit Notes Menu

Credit Notes Search
T he correct process to reverse a posted invoice affecting stock is by raising  and processing  a credit note 

 this process will offset the original invoice. 

 the below demonstrates the manual capturing of this process 

 Video Training Manual 2016 - Click Here 

 

 

 

 Functions Drop Down 

 

 

 

 

 Reminder 

 Allows you to create a reminder for a particular credit note 

 

 

 Import credit Note 

 Allows you to import credit notes into the system 

 

 

 

 

 

 Import credit note 

 

 Click on the Select File button. This will open a window allowing you to navigate to the location of the file to be imported. 

 Click on the Upload button to upload the file onto the Huge ERP system, where the actual import will take place. 

 Once the upload has been successfully, completed click on the  Import button to initiate the actual import process. 

 A Credit Note Import Report will open, indicating any errors that may have occurred during the import or displaying a success message if there were no errors. 

 If there were any errors during the import, the entire process will be rolled back, meaning no Credit Notes will be imported. 

 The file to be imported must be in CSV format.

Add Credit Note
To create a new credit note or search for an existing one go to 

 Debtors Module> Activity> Credit Note 

 The credit note screen will open 

 To search for existing credit notes, select your search criteria and click search  

 Search criteria can be customer/ debtor name credit note description or reference, etc 

 Select a date range 

 Then click search 

 To create a new Credit Note,  Click the Add Button as shown below 

 

 After clicking Add, 

 This new credit note screen will display 

 

 Add information below so that the greyed-out buttons can appear: 

 

 Select the customer/ debtor from the drop-down menu to create a credit note 

 Select the sales rep on the drop-down selection, if applicable 

 Update dates if necessary 

 Add description and reference 

 Add order number, if applicable 

 Select the credit note reason from the drop down 

 

 Then, once you are done adding all relevant information click Save and all the greyed-out buttons will be opened as shown below: 

 

 

 

 Line Items 

 You can only add line items after adding all the necessary information needed on the credit note details tab and all greyed buttons have been greyed out 

 To add line items click on the middle Add Button shown below 

 

 After clicking the middle add button the screen below will appear 

 

 Select the item you wish to credit on the drop-down selection 

 You can also search for the item by using part of the code or the name of the item you wish to credit the customer on 

 You can change the description to match what you want to see on the credit note or leave it as it is 

 Enter the quantity you are crediting the customer/ debtor on 

 Make sure pricing is correct 

 Select a relevant warehouse if you have multiple warehouses 

 Select the correct VAT Type 

 Click Save & Close if capturing numerous line items  

 Click Save & Close if capturing a single line item 

 Once done  

 All line items will appear on the grid below: 

 

 You can then process the credit note and send it to a customer/ debtor 

 

 

 Print Doc 

 

 

 Note 

 

 

 

 Commission Notes

Importing Invoice to Credit note warning
When importing an invoice to a credit note and the invoice been imported has a credit note allocated to it. 

 There is a warning to indicate that the credit note was done for this invoice. 

 This warning only works if: 

 

 When using the Import From Invoice button 

 The invoice import has a credit note allocated to it 

 

 

 When importing, a warning to alert you that a credit note was done against the invoice you are importing

Import Invoice to Credit Note
The simplest way of creating a credit note  by simply “Import from invoice” 

 You can however use the long method of capturing 

 Open Debtors Module> Activity > Credit Note 

 Select Import from Invoice 

 

 

 Search by document number or customer, remember the date range also counts. 

 The default option is to import from an invoice or import from a quote. 

 Importing from quote helps keep the Task build structure in place for Credit note 

 You can view the invoice to verify that it’s the correct one you want to reverse by clicking on the view invoice button. 

 Click on the Import button to create a credit note 

 

 And Click Continue 

 

 

 

 

 VAT / GST Type 

 Select the correct Tax Type for Credit Note 

 

 

 Keep Doc Date 

 Enforce credit note to make date same as invoice date 

 

 

 Date 

 Put in a date for credit note 

 

 

 Excl Bulk Email from Invoice 

 Put this tick on to mark invoice to not be sent out when using Bulk email invoice function 

 

 

 Allocate to Invoice 

 Automatically allocate the credit note to invoice after processing the credit note 

 

 

 

 If one changes the customer of the imported invoice to credit note, the Allocate to invoice will be cleared.  No automatic allocation will occur 

 

 The credit note will now be under preparation status in the credit notes waiting to be processed 

 

 Click On process Credit note to process this document

GRA Number for Credit Note
Return Authorization Document for Credit Note 

 Often called: 

 

 RMA (Return Merchandise Authorization) – Common in retail and manufacturing. 

 GRA (Goods Return Authorization) – More typical in wholesale or distribution. 

 

 These are pre-numbered documents issued before the actual credit note is finalized. They serve as placeholders and authorization for goods to be returned, inspected, and eventually credited. 

   

 GRA Number setup in Reference Values 

 

   

 Assign a GRA number 

 

 Print out for Credit note 

 If the credit note has a GRA number, then it will add these to the Credit Note 

 

   

 

 Search grids 

 GRA Number on grid with icon 

 

 History grid will show GRA number