Create a purchase credit note 

Why create a purchase credit note? 

A purchase credit note when posted, reduces the amount you’d need to pay a supplier for an invoice. This reduction is created when a purchase return order is posted into a purchase credit note or you can create a purchase credit note on its own.  

How to post a purchase return order into a purchase credit note?  

In this process, you'll learn how to post a previously created purchase return order into a purchase credit note.  

1. Search for Purchase Return Orders from the top right-hand corner of your page and select the related link. 
   
2. The purchase return order list displays. Select the purchase return order that you want to post into a purchase credit note. 
   
   Note: Purchase return orders can be created by staff who request returns from a supplier for reasons such as damaged stock or short delivery.  
3. The purchase return order card displays. There are five fasttabs also known as sections to be reviewed and updated. These sections are General, Lines, Invoice Details, Shipping and Payment and Adjustment Details.   
    
   1. In the General section, capture any credit notes provided by the supplier in the Vendor CR/Adj Note No., field or Vendor Authorisation No., field. 
      
      Note: The Adjustment Details section requires a reason code to be filled in before you can post the purchase return order. The reason code cannot be left blank.  
4. Select Post. Then, select Post.  
   1. A message box displays requesting you to confirm if you want to Ship, Invoice or Ship and Invoice.  
       
   2. Select Invoice or Ship and Invoice. 
   3. Then, select OK to continue.  
5. You’ve now posted a purchase return order into a purchase credit note. 

How to create a purchase credit note? 

You can create a purchase credit note without using a purchase return order when you use: 

1. 1. A location without warehouse setup; 
   2. General ledger accounts for purchase credits. 
2. Search for Purchase CR/Adj Notes on the top right-hand corner of the page. 
   
3. Select the related link. The list displays.  
4. Select +New to create a new purchase credit note. 
   
   
   
5. The Purchase CR/Adj Note card displays. There are six fasttabs also known as sections, to update. These sections are General, Lines, CR/Adj Invoice Details, Shipping and Payment, Application and Adjustment Details.   
   1. General section:  
       
      1. Select the vendor who the credit is for from the drop-down menu. 
      2. Enter a Vendor Authorisation No., or Vendor Invoice No. If you have a Vendor CR/Adj Note No., you can also record this.  
   2. Lines section: 
       
      1. Select the Type of credit note you’d like to create, such as for an Item or G/L Account. 
      2. Enter the correct No., from the drop-down list. You can update the Description to indicate the reason for the purchase credit note.  
      3. Update the Location, Quantity and Direct Unit Cost fields. 
   3. CR/Adj Note Details section: 
       
      1. Toggle on the Price Include GST button if the credit is subject to GST ot VAT. Otherwise you can leave it toggled off.  
      2. The GST/VAT Business Posting Group and Payment Terms Code will automatically update based on your vendor selection. 
      3. If you use Department Code and Project Code dimensions, then you can update them from the drop-down list. 
   4. Shipping and Payment Section: 
      
      1. All details will update automatically based on your vendor card setup. 
   5. Application Section: 
       
      1. You can use this section to update details so that the purchase credit note when posted can automatically be applied to an outstanding open invoice. 
         1. Applies-to Doc. Type- select the appropriate document to apply this credit to. 
         2. Applies-to Doc. No., - use the drop to select the document the credit note is applicable to. 
         3. Applies-to ID - you can populate the use who is posting this application entry 
   6. Adjustment Details Section: 
       
      1. Use the drop-down to select the Adjustment Applies-to document number and then select a Reason Code for the credit note.  
6. Select Release. Then, select Post. 
   
7. Select Yes to post the credit note or No to remain on the page. 
   
   1. The credit will post. Select Yes to view the posted document or No to exit the screen.  
      
8. You’ve created a purchase credit note.  
   
   

What’s next? 

Find out how to process vendor payments.

Need more help?   

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