Record a manual credit note directly against a customer account, with a line-by-line analysis of the amount across General Ledger accounts. Used when a credit note needs to be entered without going through the Invoicing module.
| Customer Code |
The customer the credit is being raised against. Use the lookup to select an existing customer. Prospect-type customers cannot be used. When you select a customer, the system populates the displayed Customer Name, Auto Allocate, Sales Area, Sales Person, Credit Limit, Stop Credit, currency, and (in Saturn editions) defaults the Branch and Department from the customer record (falling back to the company default branch/department when the customer has none). Cannot be changed once the credit has been saved. |
| Customer Name |
Read-only. The name of the selected customer. |
| Period |
The accounting period the credit will post to. The period is recalculated automatically when the Transaction Date is changed, and must match the period for that date. The period must also fall within the available period range for the Accounts Receivable module, or the save is rejected. |
| Transaction Date |
The credit note date. Changing this date updates the Period field automatically. |
| Credit No |
The credit note number/reference. Required — the credit cannot be saved without it. |
| Order No |
An associated sales order, return authority, or other reference. Optional. |
| Comment |
A free-text comment describing the credit. Optional. |
| Narration |
The narrative that will appear against the credit in the General Ledger. |
| Branch Code |
The branch this credit belongs to. Defaults from the customer record, or from the company default branch when the customer has none. Required. Saturn editions only. |
| Department Code |
The department this credit belongs to. Defaults from the customer record, or from the company default department when the customer has none. Required. Saturn editions only. |
| Sales Area Code |
The sales area for reporting and analysis. Defaults from the customer. Required. |
| Sales Person Code |
The sales person for reporting and analysis. Defaults from the customer. Required. |
| Auto Allocate |
When ticked, this credit participates in automatic allocation against the customer's outstanding invoices when saved. |
When the selected customer transacts in a currency other than the company's base currency, a Foreign Exchange panel appears with the Rate Type and Exchange Rate. A lock button next to the Exchange Rate fixes (or frees) the rate so it is not recalculated. The credit's currency is taken from the customer and cannot be changed here. For base-currency customers this panel is hidden and the rate fields are read-only.
| Due Date |
The due date for the credit. Editable only when you hold the Transactions Terms permission and the credit is unallocated. Read-only for Cash-type customers and for customers whose payment unit is prompt payment. |
| Discount Date |
The latest date at which any associated discount applies. Editable only when you hold the Transactions Terms permission and the credit is unallocated. Read-only for Cash-type customers. |
| Gross |
The total credit amount, inclusive of GST/tax. |
| Discount Avail |
Any discount associated with the credit. Read-only. Calculated automatically from the customer's discount terms when the Gross amount changes. |
| Net |
The Gross amount less the Discount Avail. You can type a Net amount directly; the Gross is then recalculated as Net plus Discount Avail. |
| Hold Amount |
An amount being held back. Hidden for Cash-type customers. On a credit this field is read-only. Its sign must match the Gross amount and it cannot exceed the Gross or the Unallocated amount. |
| Credit Limit |
The customer's credit limit, shown for reference. Defaults from the customer. Read-only unless you hold the Customers Credit Limits permission; always read-only for Cash-type customers. |
| Stop Credit |
Indicates whether the customer is on stop credit. Defaults from the customer. Read-only unless you hold the Stop Credit permission. |
The Dissection grid breaks the credit down into the General Ledger accounts and tax codes it posts to. Add one row per analysis line; a first line is added automatically when you enter a Gross amount against a selected customer. Each row records:
| GL Account Code |
The General Ledger account to post to. The lookup is filtered to Standard (posting) accounts. |
| Analysis Code / Name |
The analysis code applied to this dissection line, if used. Selecting an analysis code defaults the line's GST code and (in Saturn editions) its branch and department, unless you have already overridden them. The Analysis Name is read-only. |
| GST Code |
The GST/tax code applied to this dissection line. The GST code determines which amount fields are editable: for GST-only codes the GL account is not entered, and for a tax-content code the GST amount can be entered directly. |
| Exclusive Amount |
The amount of this line, excluding GST/tax. The GST and Inclusive amounts are recalculated from this and the line's GST code. |
| GST Amount |
The GST/tax amount for this line. Read-only — calculated from the Exclusive or Inclusive amount and the GST code. Editable only for GST-content codes. |
| Inclusive Amount |
The amount of this line, including GST/tax. Entering an Inclusive amount recalculates the GST and Exclusive amounts. |
| Narration |
The narrative that will appear against this line in the General Ledger. |
| Branch / Department |
Override the header branch or department for this line, if needed. Saturn editions only. |
The Balances panel on the right shows the customer's current unallocated balance and the effect this credit will have on the saved balance.